Electronic Scoring - Request for Quotation

The Florida Trail Riders is seeking proposals from responsible individuals, groups, or companies to provide electronic scoring services for our hare scrambles competitions.  This will be a turnkey effort with the winning contractor providing all equipment, software, supplies, and expertise in the use of any supporting systems.  It is anticipated that some assistance from the individual promoting clubs will be available for non-technical tasks as required. Specific duties may include, but not necessarily be limited to:  The establishment and maintenance of competitor databases; the automation of compatible portions of the sign-up process; the preparation and printing of pre-race class entry logs; the actual scoring of the events; the preparation and printing of final results sheets, and; the preparation and maintenance of series cumulative standings.  Applicable procedures and timeframes for these efforts will be an item of negotiation. In addition to the primary, automated scoring system, it is anticipated that a redundant backup system will be maintained.  Proposals may address that function as well, but are not required to.  The addition of a backup system may be the subject of negotiation as either a part of the basic agreement or as an option. The Florida Trail Riders sanctions up to 14 separate hare scrambles events per year scattered around the state.  Each of these two-day events is promoted by one of the member organizations and the location of each event varies based on land and schedule date availability.  The series normally runs between September 1 and June 30.  Although an annual schedule is approved at the general business meeting in August, changes do occur, most frequently due to weather conditions.  Proposals should address providing services for two seasons, at 12 events per season, on a fixed price per event basis.  Add-on events will be at the same fixed price rate.  The fee for cancelled and/or rescheduled events shall be addressed in the proposal and will be an item of negotiation. The Florida Trail Riders may choose to cancel this agreement at any time during the period of the contract and be liable only for the cancellation fees for the remaining events on the current, approved schedule. Although the Florida Trail Riders is interested in establishing a long term relationship with a proven performer to provide these vital services, neither party to this agreement will be under any obligation beyond the length of the current contract.  The final decision on the award, or non-award, of the contract will rest with the Florida Trail Riders Executive Committee using whatever criteria they choose. Questions about this requirement can be addressed to Mr. Terry Enyart, Florida Trail Riders President, at 3444 Foxwood Blvd., Zephyrhills, FL  33543 or 813-783-2812 or president@floridatrailriders.org.  Initial proposals are due no later than October 1, 2000 by mail (postal or electronic). Proposals should, at a minimum, include names of principles, an outline of the proposed system, an outline of the previous related experience in the field, references, the cost proposal, when the services could start, and any amplifying information that may be helpful in evaluating and ranking the proposal.